A recruitment system
rebuilt from scratch.

The existing Notion workspace had no clear hiring pipeline, and a dashboard nobody used. Candidates were slipping through the cracks and the team had no shared source of truth. We redesign the whole thing.

0 mess

Zero disorganisation left

100%

Team adoption rate

40%

Faster time-to-hire

The Full Story

Why a messy Notion setup
is worse than no Notion at all

The Challenge

Mischell had already tried using Notion for hiring at Refine UI — and it wasn't working. The problem wasn't that Notion is bad for recruitment. The problem was the setup: no defined pipeline stages, no consistent way to track candidates, and a dashboard that had plenty of widgets but showed nothing actionable.

Candidates were being lost between stages. The team disagreed on where any given candidate stood. And the dashboard rather than helping created a false sense of organization while the real work was happening in emails and side conversations.

The Solution

Pipeline with defined stages — Applied → Screening → Interview → Assessment → Offer → Hired / Rejected. Every candidate moves through the same clear path.

Candidate database — each candidate as a full record with notes, interview feedback, linked role, and status history.
Rebuilt dashboard — stripped back to only the metrics that matter: open roles, active pipeline count, candidates per stage, and time-to-hire trend.

The whole system was built so any team member could update it in under 30 seconds per candidate low friction is what drives adoption.

The Result

Full adoption immediately. The dashboard went from something nobody opened to something Mischell checks every morning. The team now has one shared view of where every candidate stands no more "what happened to that UX designer?" conversations.

Time-to-hire dropped by 40% — not because of any single feature, but because the team stopped losing time to confusion and miscommunication.

Project Details

Client

Mischell Miljevic

Industry

Recruitment & HR

Location

Sweden

Team size

2 people

Timeline

1 week